When an HMRC Business Authorising Officer (BAO) makes a request to update an organisation’s details a request is sent to the Global Community Administrator (GCA) Activity Inbox SW04420 for approval.

The GSC will review all requests to update an organisation. It is essential that checks are made of each request to avoid compromising the integrity of Shared Workspace.

Only a member GCA can approve a request to update an organisation’s details. If there are any doubts they must reject the request.

Checks

The GCA must visually check each entry and consider

Requestor

By selecting the envelope icon alongside the ‘requestor’ name, check that their email address is in line with the Business Unit for which they are making a request. If any doubts, the request must not be approved.

The Updated Organisation Details

Identify what updates are requested and search existing organisations on Shared Workspace to confirm the requested update to the organisation does not conflict with another organisation.

Data Integrity

Check the update is appropriate, that is it appears sensible and does not contain any obvious typing errors.

Approving a request

Where a request is approved the service will

update the details for the organisation

send confirmation to the BAO making the request to notify them of the approval

if the organisation is being made inactive, send notification to all BAO’s of all Rooms that the organisation is linked to.

Rejecting a request

Where a request cannot be approved the GCA must reject the request and make an appropriate note of their reason in the required field when prompted.

The service will send a notification to the BAO who made the request notifying them of the rejection and the reason.